BearBuy Go Live Preparation Checklist

New role

Shopper
Notes: Access to Shopper role within BearBuy is available for any user that has a MyAccess ID unless they have another BearBuy role Individuals assigned other roles also have shopping permissions Optional: Knowledgeable shopper can fills out requisition details (dept code, ChartFields, ship to, etc.) by clicking proceed to checkout Actions: Ensure all future BearBuy users have MyAccess IDs Note: each Shopper will need to know their Requestor for cart assignment

Shopper
Create carts of items and assign the carts to an individual to fill out or correct any remaining information

New self-approval levels

Requester
Notes: Current P2P Requester will be assigned a BearBuy Requester Primary role is to finalize shopping carts from Shoppers. However they have all the permissions of a Shopper and therefore have the ability to create their own carts. Requisitions less than $500 will not route for approval, therefore Must have a solid understanding of accounting / funding sources Must be trustworthy up to $500 / transaction Optional: Can be assigned self-approving authority up to $5,000 This role is not an approver role and therefore does not approve other persons requisitions Actions: Review User Role Mapping document to ensure appropriate Requester roles are identified. Modify as necessary Work with your Control Point / Department Manager to identify if any user(s) will be assigned the Self Approving Requester role ($5,000 self approval limit)

Requester
Review carts assigned to them, fill out / correct remaining information and submit into workflow

BearBuy Go Live Preparation Checklist

Same role, new workflow

Requisition Approver
Notes: Current P2P Approver will be assigned a BearBuy Requisition Approver Requisitions above $500 (or $5,000 for self approving requesters) require approval which is driven by the Procurement Dept Code selected May manually be inserted by Requesters as Pre-Approvers or Ad-Hoc Approvers Cannot approve their own orders nor edit the requisitions Requisitions greater than $5,000 that contain at least one NonCatalog item requires Central Procurement Buyer approval Actions: Review User Role Mapping document to ensure appropriate Approver roles are identified. Modify as needed

Requisition Approver
Review requisitions to ensure they are allowable, allocable, and reasonable; approve, return, or partially reject

New role assignment

Voucher Approver
Notes: Current P2P Receiver will be assigned a BearBuy Voucher Approver Suggest assigning to the current P2P Receivers Matched vouchers (with matching tolerance*) above $5,000 require voucher approval Matching tolerance is less than 10% from the PO or $500 whichever is lower Voucher Approvers ensure that goods / services have been received and have the authority to approve the Voucher Cannot edit a voucher Actions: If your Department does not believe the current P2P Receiver should be granted the Voucher Approver role, designate the appropriate individuals in the Roles Mapping spreadsheet

Voucher Approver
Approve vouchers $5,000 are OK to pay; goods have been received or services rendered

BearBuy Go Live Preparation Checklist

New role name

Match Exception Handler

Notes: Un-matched vouchers (outside the matching tolerance) generate a match exception Contact end users to confirm if the price or quantity discrepancy is OK; may require contacting vendor if rebills are required Change Orders are no longer required to resolve match exceptions based on the match exception approval process Cannot edit a voucher Defaults from P2P Buyer Actions: Review User Role Mapping document to ensure appropriate Match Exception Handler(s) roles are identified. Modify as needed

Match Exception Handler

Reviews and addresses quantity and price discrepancies with end users and vendors